ISO RM standards. Hans Hofman DLM Forum Budapest, 6 October 2005

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1 ISO RM standards Hans Hofman DLM Forum Budapest, 6 October 2005

2 Overview ISO context: TC46/SC11 ISO metadata standard Other related work on metadata Revision ISO records management

3 ISO context Technical Committee (TC) 46 Information and documentation, Subcommittee (SC) 11 records and archives management Started in countries (members) observing countries 7 working groups Published: ISO DIS 15489:2001 ISO TS : 2004; DIS in 2005 ISO FDIS 22310: (2005?)

4 Liaisons Archives ICA Inter Pares Description/ Metadata MoU/MG E-commerce ISO/IEC JTF1/SC32 Data management and interchange ISO TC171 Document imaging applications ISO TC46/SC11 IFLA Libraries ISO TC10 Technical Product documentation IRMT Records management

5 TC46/SC11: Working Groups 01: Metadata for records 02: RM relationships (suspended) 03: Access rules 04: Self-assessment/ compliance guide (suspended) 05: Review ISO : Work process analysis 07: Long term preservation of digital records

6 ISO 23081: Metadata for records Further extension of ISO records management standard Scope: to help people understand metadata from a records management perspective At the moment: not to develop a new metadata set First technical specification, now a standard

7 ISO Part 1, Principles Purpose and definition of RM metadata Roles and responsibilities Relationship to other metadata domains Management of metadata Types of metadata required for ISO 15489

8 RM metadata: definition In a records management context, metadata are data describing the context, content and structure of records and their management through time (ISO , Clause 3.12). As such metadata are structured or semistructured information that enables the creation, registration, classification, access, preservation and disposition of records through time and within and across domains.

9 Mandates Govern Establish Competencies of Do Do Business Integrated in Records Management business Is documented in Record, Manage, Enable use Account for Execution of People (Agents) Create Used by Records

10 Part 2, Implementation issues The business perspective / context Policy issues and responsibilities Developing metadata framework conceptual issues design and construction Implementation issues system design issues metadata management Scenarios (different contexts) Checklist(s) for implementation

11 ISO Part 3 Assessment of existing metadata sets against ISO / ISO Based upon InterPares work metadata schema registry Includes recordkeeping and archival metadata sets and schemas, such as Dublin Core, ISAD/G, EAD, ISAAR, RKMS (Australia, Canada, UK, ) How do they accommodate the standard: strengths and weaknesses?

12 InterPARES 2 Metadata Registry Description of metadata sets/schemas Analysis based upon criteria from InterPARES 1 ISO/ DIS Need to standardize the way metadata schemas are documented Basis for providing services automated translation/ conversion between metadata schemas Public version available soon

13 Result The collaborative work of IP and SC11 will provide guidance to organizations for developing their own RK metadata sets enable better understanding of different sets enable cross-walks, and promote interoperability

14 Issues Copyright of contents of database (done by different partners) Sustainability of metadata registry (for reference and validation) How to achieve interoperability within, i.e. recordkeeping and archives, and outside the domain, e.g. e-business?

15 Other developments Clever Recordkeeping Metadata Project in Australia (Monash, NAA, SRANSW, ASA, together with UCLA) Create once, use many times Objective: to develop tools for automatic capture and clever re-use of metadata for record keeping Metadata broker concept San Diego Supercomputer Centre meta-tool initiatives Automated metadata extraction TC10 (technical documentation), TC171 (scanned images, document management), e-commerce, ISO/IEC JTC1/SC32

16 CRKM Metadata Broker v-n and Desktop Applications Records Management Application Business Information Systems Web Management Systems Metadata Broker Archival Management Application Archival Gateway Learning Object Portal Other Portals

17 Review of ISO Started in 2004 with questionnaire (worldwide) About 420 responses Used to scope review Includes technical report (ISO )

18 Review To clarify some parts and to make it more concise Easier to use and understand Work done in conjunction with revising part 2 (technical report) To be published by the end of 2006 or beginning of 2007

19 Review: principles Broader audience, more focus on senior / executive management RM should be seen as intrinsic to doing business totally integrated with business Scaleable depending on the business or organisation Certification?

20 Review of ISO Part 2: practical guidance Audience: records professionals Discussion How to structure? Role of DIRKS Level of detail? To be published: 2008 (target date)

21 Summary Standardisation International consensus Broad audience, not only RM professionals, but also senior management! It helps to raise the profile of records management Providing guidance to the communities involved Need to collaborate, within and between domains, on metadata issues, because of complexity, to achieve interoperability, and to get support It sets also the stage for archives / archival institutions

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